Sintaya LLC ("Sintaya," "we," "us") provides an AI phone reception service to businesses. This policy explains what information we handle, why, and what choices people have.
1. Whose information this is
Three groups of people reach us, and our responsibilities differ for each:
- Client businesses — the businesses that hire us to answer their phones. They are our customers, and we handle their information as described below.
- Callers — people who telephone one of those businesses and reach our AI assistant. We process their information on behalf of the client business. The client business decides what happens with its own customer records; we act on its instructions.
- People who call our own demo line — there is no client business involved, so we are responsible for that information directly rather than acting on anyone else's instructions. Section 4 sets out what happens on that line.
If you are a caller and want your information removed, the fastest route is usually to contact the business you called. You may also contact us directly and we will coordinate with them.
2. Information we collect
From client businesses
- Business name, address, service area, and operating hours
- Owner or manager mobile number, used to deliver alerts and transfer calls
- The business telephone number we answer on their behalf
- Account credentials for the owner portal
- Authorization to connect a calendar account, where appointment booking is enabled
From callers
- Telephone number, from caller ID
- An audio recording of the call — see section 3
- A written transcript and summary of the conversation
- Any details given during the call, such as name, service address, and reason for calling
- Appointment date and time, where a booking is made
3. Call recording
Every caller is told they are speaking with an AI before anything else happens. The first thing our assistant says, before any conversation begins, is that the caller is speaking with an AI assistant — not a person. Call recording is currently switched off, so no recording of a caller’s voice is kept; a written transcript is. If recording is enabled for a business, the assistant discloses that in the same opening sentence, before the caller has said anything.
Recordings and transcripts are used to deliver the service, to let the client business review what a caller said, and to diagnose problems. Callers who prefer not to be recorded can ask to be transferred to a person, or hang up and contact the business another way.
4. Our demo line
We publish a demo number, (904) 850-7450, so anyone can hear the assistant before buying anything. It is answered by a Sintaya assistant configured as a fictional plumbing company. That line is ours, not a client's, so for those calls we are responsible for the information directly — the arrangement in section 1 about acting on a client's instructions does not apply.
Calling the demo line tells us your phone number. As on any call to the service, the assistant states first that the call may be recorded and that you are speaking with an AI. Audio recording on this line is currently switched off, so that disclosure is given but no recording of your voice is kept. What is different is that the business receiving your details is us.
When you call the demo line we collect:
- Your telephone number, from caller ID, unless you withhold it
- A transcript of the call. Audio recording on the demo line is currently switched off, so no recording of your voice is kept
- A short summary of what you asked about, and how long the call lasted
- Whether you said you are a business owner, because the assistant asks once the demo is finished
- Any details you choose to give if you ask us to call you back — typically your name, your business name and type, a callback number and a good time to reach you
We use it to answer your questions about Sintaya and, if you ask us to, to call you back. A short summary of every demo call is sent by text message to Sintaya's own staff. This is a sales enquiry rather than a service we are performing for a client, and we treat it as one.
If you book an appointment during the demo, we text you once. It is the same confirmation a real customer of a real client business would receive — the business name and the appointment time — sent when the booking is made, because demonstrating that is the purpose of the line. If you do not make a booking, we send you nothing.
What we do not do: beyond that confirmation we do not text you for any other reason, and we do not add your number to a mailing list. We do not sell your information, and we do not disclose it to anyone for their own marketing or promotional purposes. If you tell the assistant you are not interested, it ends the call and nobody contacts you.
Who does handle it: the same service providers listed in section 8 — our telephony, voice AI, speech processing, hosting and messaging providers — process some of this information because the demo cannot work otherwise. They are bound by contract to use it only to provide their service to us. As noted above, a short summary also goes to Sintaya’s own staff. We would rather name that than tell you your information goes nowhere, which would not be true of any telephone service.
If you would rather try the line without giving us a number, withhold caller ID before dialling. The assistant handles that properly: it will not promise you a text it cannot send, and it asks for a number rather than recording one you did not give.
To have your demo-call information deleted, email contact@sintaya.com and we will remove it, recordings included, and confirm when it is done. Unlike a call to a client business, there is no third party to contact first — come straight to us.
5. Google user data
Where a client business enables appointment booking and connects a Google account, we access Google Calendar data. We limit that access deliberately:
- We read free/busy information only. We ask Google which time blocks are busy — not what those events are. We do not read event titles, descriptions, attendees, locations, or attachments, and we never receive them.
- We create calendar events when a caller books an appointment, containing the appointment time and the caller's name.
- We store only the identifier Google returns for an event we created, plus the appointment time and the caller's name, in our own database. We do not copy calendar contents into our systems.
Sintaya's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We do not use Google user data for advertising, we do not sell it, and we do not transfer it to third parties except as needed to provide the service the client asked for.
A client business can disconnect its calendar at any time by revoking access in its Google Account permissions, or by asking us to disconnect it. Booking stops working immediately when access is revoked; the assistant continues answering calls and taking messages.
6. Microsoft 365 data
Where a client connects a Microsoft 365 or Outlook calendar instead, we access it the same narrow way: we read the busy time blocks in a scheduling window and create events for booked appointments. Access can be revoked at any time from the client's Microsoft account.
7. How we use information
- To answer calls, understand what a caller needs, and respond
- To notify the client business about calls, leads, and bookings
- To check availability and book appointments where enabled
- To send a weekly summary of call activity to the client business
- To operate, secure, debug, and improve the service
- To meet legal obligations
We do not sell personal information, and we do not use call recordings, transcripts, or caller details to train generalized AI models.
8. Text messages
We send text messages in two situations:
- To client businesses — lead alerts, urgent-call notifications, booking notices, and a weekly summary. These are service messages, sent to a number the business gave us for that purpose during onboarding.
- To callers — a single appointment confirmation, only when a booking is made. Our assistant states on the call that this text is coming, before it is sent.
How often. A caller receives exactly one message per appointment booked, and nothing recurring. A client business receives messages as its calls come in — typically 5–40 per week depending on its own call volume — plus one weekly summary each Monday.
We do not share mobile numbers. Mobile numbers collected for messaging are not sold, rented, or shared with third parties for their own marketing or promotional purposes. They are used only to deliver the messages described above, and no numbers are purchased or acquired from third parties.
Reply STOP to any message to opt out, or HELP for help. Message and data rates may apply. Our full text message program — consent wording, frequency, sample messages and keywords — is published at sintaya.com/messaging.html.
9. Service providers we share with
We use a small number of vendors to operate the service. Each receives only what it needs to perform its function:
- Telephony provider — carries telephone calls and text messages
- Voice AI platform — handles the real-time conversation and stores call recordings
- Language model provider — understands what a caller says and generates the assistant's responses
- Speech-to-text and text-to-speech providers — transcribe the caller's speech and generate the assistant's voice
- Google or Microsoft — calendar availability and booking, where a client has connected an account
- Cloud database and application hosting providers — store data and run the service
To be clear about what this means in practice: audio and transcripts of calls are processed by these outside providers in order to deliver the service. They are bound by contract to use that information only to provide their service to us. Our voice platform’s own terms permit it to use call recordings and transcripts to improve its models; we are in the process of changing that arrangement and will update this policy when it is done.
Calendar information is handled more narrowly still, and it is worth being exact about it. We never receive event titles, descriptions, attendees, locations, or attachments — we do not ask Google or Microsoft for them, so they cannot reach anyone. What we do receive is which time blocks are busy, and from that we work out which appointment times are open. Those open times do reach the language model and the text-to-speech provider, for one reason: the assistant has to say them out loud to the caller — "I have an opening Thursday at 9 AM." That is the whole of it. No other calendar-derived information is shared with any provider.
Client businesses with procurement or vendor-review requirements can request the specific list of subprocessors by contacting us.
We may also disclose information where required by law, to enforce our agreements, or to protect the rights and safety of people involved.
10. How long we keep information
We now delete on a schedule, and it runs automatically every week. Until recently we did not, and this page said so plainly rather than implying a policy we did not operate. It now describes one we do.
- Call audio — 14 days. Recordings live at our voice platform, whose plan keeps fourteen days of call history and then holds nothing. That period is theirs, not ours.
- Demo-line records — 90 days.
- Transcripts, call summaries and the per-call conversation log — 12 months. The conversation log is cleared alongside the transcript, because it holds what was actually said; clearing one and not the other would look complete and would not be.
- Caller details and bookings — for as long as the client business remains a customer, then deleted within 30 days of the account ending.
- Database backups — 6 hours. Our database provider keeps a six-hour point-in-time window, and we keep no snapshots, so nothing longer-lived sits behind it.
The practical effect of the last two is that when information is deleted, it is gone everywhere — backups included — within six hours.
When a client relationship ends, or when a client asks us to delete its data, we delete it from our systems and instruct our service providers to do the same. Callers who want their information removed should contact the business they called, or contact us and we will coordinate.
11. Security
Each client business runs on a separate deployment with its own database — client data is not pooled together. Credentials and calendar authorizations are held as encrypted secrets rather than in our source code, connections are encrypted in transit, and access to the owner portal requires a password.
No system is perfectly secure, and we do not claim otherwise. If a breach affects personal information we handle, we will notify affected clients without undue delay.
12. Your choices
- Access or deletion — email us and we will respond within 30 days
- Calendar access — revoke it at any time from your Google or Microsoft account
- Text messages — reply STOP
- Call recording — ask to be transferred to a person, or hang up
Depending on where you live, you may have additional rights over your personal information, including the right to know what we hold and to ask that it be corrected or deleted. Contact us and we will honor those rights where they apply.
13. Children
Our service is sold to businesses and is not directed to children. We do not knowingly collect information from anyone under 13. If a caller turns out to be a child and information was collected, contact us and we will delete it.
14. Changes
If we change this policy, we will update the date at the top. Material changes affecting client businesses will be communicated directly.
15. Contact
Sintaya LLC
contact@sintaya.com
(904) 943-3365